The original documents are located in Box 46, folder “Staff Operations - First Lady's” of the Betty Ford: White House Papers at the Gerald R. Ford Presidential Library.
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THE WHITE H e USE WASHINGTON MEMORANDUM FOR: JERRY JONES FROM: PARKER SUBJECT: .. The First Lady's Staff should be divided into distinct areas of responsibility, such as: (1) Social Secretary/Staff Director The Social Secretary/Staff Director should be re sponsible for the following: (A) Should focus as Staff Director of the East Wing (meaning act as an administrator, i. e. hiring, pay raises, etc.) and as "Chief of East Wing Staff" ~ve the clout needed with the First FamilfDto ensure a smooth and coordinated effort among all staffers in the East Wing on behalf of both the First Lady and the President. (B) The Social Secretary/Staff Director should not only function as the keeper of the First Lady's social calendar, but should also control the First Lady's appointments calendar. Such a person should be a friend of the Ford Family, for if the Social Secretary/ Staff Director is a personal friend of the Family's, it would give her the clout neces sary to make policy decisions in the East Wing and to make them stick. This, of course, would definitely be necessary if the Social Secretary/Staff Director and Mrs. Ford are going to handle all guest lists • . . - 2 - The Social Secretary/Staff Director for the First Lady should also work directly with the First Lady in getting top entertainers to appear at the White House. (2) First Lady's Press Secretary The First Lady's Press Secretary should be some one, who is well versed with the press and the way they work; be very familiar with the Washing ton area as well as the Washington press; and someone who is well respected by the national press. This person should serve .only as the girst Lady's Press Secretary which is a full time job if the Family is given the kind of coverage they should receive. There should be enough activities generated so the Press Sec retary could hold a briefing everyday and get coverage in the papers. The Press Secretary should have access to the First Lady to give her press statements on behalf of the First Lady cred ibility. (3) Correspondence Section The Correspondence Section should function as a separate unit filtering appropriate invitations for consideration to the Social Secretary/Staff Director for the First Lady, who in turn should meet with the First Lady on a daily basis to take up her "active" schedule. Additional Thouggts The West Wing Appointments Off ice for the President should have an East Wing Liaison Officer who would send all appropriate Presidential invitations over for the First Lady's consideration. The Social Secretary/Staff Director should be in cluded in daily Presidential staff briefings on ~Administration philosophy and activities which would keep her abreast of the thinking and equip her with the knowledge necessary to seat the Presi ~ dent's guests at a State Dinner for example. <, (4) Advancewoman to the First Lady : The First Lady's Advancewoman should be part of the ~ First Lady's Press Office and not the social/appoint- ments office. I feel the advancewoman would function . . - 3 - better as a press person who understands the necessities of getting good press coverage on location and could effectively get such coverage. A scheduling-type person simply would not have the background for this line of work. ~:·~1 ;: •@.'.-:--;1t1 --... __..,.._.,, .. ~;t· ' THE WHITE HeUSE WASHINGTON August 14, MEMORANDUM FOR: JERRY JONES FROM: SUBJECT: The First Lady's Staff should be divided into distinct areas of responsibility, such as: {l) Social Secretary/Staff Director The Social Secretary/Staff Director should be re sponsible for the following: (A) Should focus as Staff Director of the East Wing (meaning act as an administrator, i~ e. hiring, pay raises, etc.) and as "Chief of East Wing Staff" ~ve the clout needed with the First FamilfOto ensure a smooth · and coordinated effort among all staffers 'in :the East. Wing on behalf of both the · Fi~~~~ft'~¥:i!!~~d the President. \ (B) The Social Secretary/Staff Director should not only function as the keeper of the First Lady's social calendar, but should also control the First Lady's appointments calendar. Such a person should be a friend of the Ford Family, for if the Social Secretary/ Staff Director is a personal friend of the Family's, it would give her the clout neces sary to make policy decisions in the East Wing and to make them stick. This, of course, would definitely be necessary if the Social Secretary/Staff Director and Mrs. Ford are going to handle all guest lists. ~ 2 - ,·1 Zi The Social Secretary/Staff Director for the ~l First Lady should also work directly with ~.~. the First Lady in getting top entertainers i 1 to appear at the White House. ~ ·' (2) First Lady's Press Secretary The First Lady's Press Secretary should be some-. one, who is well versed with the press and the way they work; be very familiar with the Washing ton· area as well as the Washington press; and someone who is well respected by the national press. This pe;rson should serve.only as·the _girst Lady's Press Secretary which is a full time job if the Family is given the kind of coverage they should receive. There should be enough activities generated so the Press Sec retary could hold a briefing everyday and get coverage in the papers. The Press Secretary · should have access to the First Lady to' give her press statements on behalf of the First Lady cred ibility. (3) Correspondence Section The Correspondence Section should function as a separate unit filtering appropriate invitations for consideration to the Social Secretary/Staff Director for the First Lady, who in turn should meet with the First Lady on a daily basis to take up her "active" schedule. Additional Thoughts The West Wing Appointments Off ice for the President should have•an East Wing Liaison Officer who would send all appropriate Presidential invitations over for the First Lady's consideration. ] The Social Secretary/Staff Director should be in -~ eluded in daily Presidential staff briefings on cyAdministration philosophy and activities which · would keep her abreast of the thinking and equip her with the knowledge necessary to seat the Presi dent's guests at a State Dinner for example. (4) Advancewoman to the First Lady .... , ,,,··· The First Lady's Advancewoman should be part of the First Lady's Press Office and not the social/appoint ments office. I feel the advancewoman would function ' - 2 - The Social Secretary/Staff Director for the .·i First Lady should also work directly with •, . -~ '.~ the First Lady in getting top entertainers ,~ to appear at the White House. (2) First Lady's Press Secretary The First Lady's Press Secretary should be some one, who is well versed with the press and the way they work; be very familiar with the Washing ton area as well as the Washington press; and someone who is well respected by the national press. This pe~son should serve.only as the .~irst Lady's Press Secretary which is a full time job if the Family is given the kind of coverage they should receive. There should be enough activities generated so the Press Sec retary could hold a briefing everyday and get coverage in the papers. The Press Secretary · should have access to the First Lady to give her press statements on behalf of the First Lady cred ibility. (3) Correspondence Section The Correspondence Section should function as a separate unit filtering appropriate invitations for consideration to the Social Secretary/Staff Director for the First Lady, who in turn should meet with the First Lady on a daily basis to take up her "active" schedule. Additional Thoughts The West Wing Appointments Off ice for the President should have•an East Wing Liaison Officer who would send all appropriate Presidential invitations over for the First Lady's consideration. :;~ The Social Secretary/Staff Director should be in- 1 eluded in daily Presidential staff briefings on 'C"YAdministration philosophy and activities which would keep her abreast of the thinking and equip · her with the knowledge necessary to seat the Presi dent's guests at a State Dinner for example. (4) Advancewoman to the ·First Lady The First Lady's Advancewornan should be part of the First Lady's Press Office and not the social/appoint ments office. I feel the advancewoman would·function .. ,' . , ' - 3 - better as a press person who understands the necessities of getting good press coverage on location and could effectively get such coverage. A scheduling-type person simply would not have the background for this line of work. .,,. ,; ... I• The responsibility of the White House Social Secretary. includes the .overall planning, coordinating and responsibility for all official (both foreign and domestic) social functions given by the President, Mrs. Ford and their ·' family. Jet age diplom.acy has brought about an end to the strict adherence to "the social season. 11 Therefore, the responsibility and the work load of the office of the Social Secretary has increased five-fold and the staff was diminished by one assistant last September. In 1950, the Social Secretary arranged 55 social functions {5 of them were State visits) for a total of 3, 508 guests. Ten years later, in 1960, there · were 17 State visits with a total of 10, 513 guests at the White House. In 1970, the President and Mrs. Nixon entertained 21 Heads of State. Thus far, the Ford Administration has entertained 22 Heads of State with a projection of at least double that for the coming year because of the bicentennial celebration. For example, H. I. M. Hirohito, Emperor of Japan, and H. M. Queen Elizabeth ' II who have not visited the United States in over two decades have already set dates for a State visit. ~ With an increase in the number of e:ocial functions and the most favorable press reaction to· the Ford parties, there comes also an increase in the. normal day to day work: 0 approximately 150 daily, telephone calls (more during a State visit), up 50% from the previoua administration - 2 -' 100 pieces of mail daily (an increase of 75%) Additionally, the Social Office now has the res;ponsibility for processing ·guest lists (handled previously by another-White House office),, entertaimnent {also handled previously by another White House office}, and table decor. Each one of these areas is ~remendop.s in scope and is a full-time job for a social assistant. The table decor area alone necessitates conta,cts with mus~urns, art galle·ries, studios, companies, etc., to locate American art objects to be used as a focal point of the centerpiece for a State Dinner dining table. The presentation of these objects and the contacts with designers to assist with each project is an often difficult and time-consuming exacting task. This area is new during the Ford Administration. The Social Entertainment Office 1 s added responsibility over and above the . normal work required for social functions {i.e., invitations, place cards, seating stickers, escort envelopes, menus, programs,, etc.) includes: \ 1. Inscribe photos of the President and Mrs. Ford and their family. (even Liberty) -- 1000 a month (an increase from 50 a month ' ('.• during the Kennedy Administration). Z. Maintain 40,, 000 guest record cards {up from 20,, 000 during the Kennedy Administration). 3. Research correct names, titles and addresses of each invitee (up 20, 000 from the Kennedy Administration). ' ' .. - 3 - 4. Prepare name cards for use at Presidential meetings -- 200 per month {new during the Ford Administration).· ' ! ' 5. Inscribe names and dates on Presidential.certificates of appreciation and of commendation, White House Fellows and Air Force One Flight certificates -- approxi:mately 100 per month. 6. Design and have printed special invitations and programs often requiring_ extensive art work; for example, the Easter Egg Roll Certificate. 7." Prepare hand-lettered cards for use in displays (gifts from foreign governments, China Room signs, etc.). 8. Provide place cards, menu cards, etc.; when the President entertains in places other than the White House (approximately 50 functions annually). 9. Do hand lettering for the Gift Unit (Presidential gifts to Heads of State). 10. Prepare centerpiece information cards for use at formal dinners -- approximately 500 annually {new during the Ford Administration). ll. Maintain Presidential precedence list (protocol keeping of current 12. Order, stock and provide special Presidential congratulatory cards for Mrs. Ford's Correspondence Office (approximately 55,. 000 per year), up 10% from the previous administration. ' - 4 - 13. Order Presidential Christmas cards and hand address cards to Heads of State, the Diplomatic Corps in Washington, American I Ambassadors and other foreign dignitaries (approximately 500 per year). 14. Order, address and transmit Presidential Christmas gift prints (Johnson Administration sent 1100; last Christmas 3797 were sent). 15. Maintain comprehensive record book in triplicate of each social· J function containing guest lists, invitations, press clippings, table decor descriptions, etc., for use in Presidential Archives. 16. Maintain category files of approximately 8, 000 possible guests of such categories as the sports field, arts, labor, Republican donors, White House staffers" etc. (new during the Ford · Administration). In conclusion, I recorhrn.end that the Social staff be increased by two persons . . . - one grade 6 secreta·ry and one grade 8 assistant. t"· ,. iJ :.,; ·~ .:..,. "'F 1. a. The First Lady exercises a management or coordinating responsibility over four major staff elements. The first element is her personal staff located in the East Wing and essentially provides press, social, correspondence, and scheduling support to the First Lady. It is this staff in which she is most intimately involved in her day-to-day functions. In addition, however, through the Chief Usher, the First Lady coordinates activities which support the functioning and operation of the residence itself. Thirdly, through the Visitor's Office, the First Lady coordinates the special visitor and tour activities in which she is personally involved. Finally, through the Curator's Office, the First Lady coordinates and directs activities de signed to preserve the historical significance of the White House. b. Mrs. Ford inherited a personal staff consisting of approximately twenty-seven people at a total annual salary of approximately $436, 000 divided into four major functional groupings - - Social Office, Press Office, Correspondence Office, and Appointments and Scheduling Office. z. a. The organization inherited by Mrs. Ford in terms of the major functional groupings outlined above is displayed in the appended organizational chart. Attached to the organizational chart is a recapitulation of the numbers of personnel contained in each office and the gross salary amounts involved. ' -2 b. Under the organization and procedures inherited by Mrs. Ford, no level for coordinating the activities of her personal staff was in existence. The addition of Mrs. Howe as Personal Assistant to Mrs. Ford and Mrs. Porembka as Personal Secretary to Mrs. Ford and Mrs. Howe added an element in Mrs. Ford 1 s level which both supported her direct personal correspondence as well as permitting control of her appointments and schedule on a daily basis. 3. Detailed Analysis a. Social Office. The Social Office is presently headed by Lucy Winchester and consists of the personnel outlined in the appended chart. (NOTE: Prepare chart on breakdown of each person and salary amounts) (1) The Social Office is essentially divided into two major components: First, the immediate office of Lucy Winchester and her two assistants; and second, the office of Sandy Fox who is head of the social entertainment office. A description of Sandy Fox's office is appended. This office contains the highest salaried components on Mrs. Ford's staff due to the technical nature of the job requirements; i.e., calligraphers, illustrators, etc. The people in Sandy Fox's office are highly skilled, difficult to replace, and whose work and support are invaluable to the social functioning of the White House. I am of the opinion that the numbers of this office could possibly be -3- reduced slightly in the future, but would strongly recommend that this be done through appropriate review when normal attrition takes place. (2) In terms of Lucy Winchester's immediate office, both the Social Secretary and her two assistants are kept busy full-time in terms of the many social events of the White House. I would not recommend any decrease in the two assistants presently assigned. (3) In terms of overall functioning, the Social Office is perhaps one of the most efficient of those staff elements on Mrs. Ford's personal staff. b. Press Office. The Press Office is presently headed by Helen Smith and consists of the personnel outlined in the appended chart. (1) The Press Office consists of the Press Secretary, her assistant, and one secretary. This office is presently charged with the preparation of initial drafts of remarks which Mrs. Ford may make during attendance at any specific event. In addition, this office has in the past done most of the advancing for the First Lady. Under present procedures, the advancing functions of this office have been cutback to local advancing only and press advancing on out-of-town trips by Mrs. Ford. (2) I would recommend that this office remain structured as it is in terms of total number of personnel. I would further recommend ' -4- that this office retain the responsibility for initial drafts of Mrs. Ford's speeches/remarks in close coordination, however, with appropriate staff elements in the West Wing as required. I would reconrmend that this office retain the responsibility for all press advancing for Mrs. Ford as well as the capability for overall advancing of the local events where required and directed. My recommendations on advancing operations for Mrs. Ford are contained in the procedures portion of this report. (3) The existing secretary to the Press Secretary is presently operating as something more than that. I would recommend that as the situation permits, a secretary be hired, with appropriate skills, whose functions would be primarily secretarial support, assisting where necessary in other functions of the office as well. c. Appointments Office. The Appointments office is presently headed by Susan Porter and consists of the personnel outlined in the appended chart. ' (1) The Appointments Office consists of the Appointments Secretary and one secretary. The office, as structured, is adequate to meet the requirements. (2) A key consideration in the Appointments Office is the relationship between the Appointments Secretary and Mrs. Howe as the Personal Assistant to Mrs. Ford. Given Mrs. Howe's responsibility for Mrs. Ford's daily schedule I would recommend. -5- that the Appointm.ents Secretary work through Mrs. Howe to ensure that a proper balance is maintained in terms of Mrs. Ford 1 s schedule and to preclude any conflict in commitments. d. Correspondence Office. The Correspondence Office is headed by Marba Perrott and consists of the personnel outlined in the appended chart. (1) The Correspondence Office is probably one of the least efficient elements presently on Mrs. Ford's staff. Under circumstances where Mrs. Howe and Mrs. Porembka have assumed a greater responsibility for Mrs. Ford 1 s personal correspondence, I feel that the Correspondence Office can be cut back initially by one person and possibly two. These cuts would take place in the area of correspondence assistants. At present, the Correspondence Office under normal circumstances receives approximately 2000 pieces of mail a week, of which 1700-1800 are handled by the Corrrespondence Office itself. Approximately one-third of these 1800 are handled by form letters. Approximately 1000 of these 1800 pieces of correspondence are handled by card forms, leaving a residual of approximately 150-200 letters to be handled by the correspondence assistants on an individual draft basis. There presently are three correspondence assistants as signed to handle this volume. It is my observation that under norm.al circumstances these assistants are underworked given the volume ' -6- that they handle. As long as Mrs. Howe and Mrs. Porembka continue to handle a significant portion of Mrs. Ford 1 s personal correspondence, I would anticipate that the need for correspondence assistants would continue to be lower. I would recommend an initial cutback to two correspondence assistants handling draft letters plus one correspondence assistant handling the card forms and draft letters as well. I would recommend a continual review to determine whether a cutback to a total of two correspondence assistants would be feasible. (2) This Correspondence Office appears to be the one section of Mrs. Ford's personal staff where some budget savings could be effected to offset the additional cost attendant on Mrs. Howe 1 s and Mrs. Porembka's salaries. Another way of affecting budget savings in the Correspondence Office would be--as normal attrition takes place--hiring younger correspondence clerks at lower grade levels than presently exbts; e.g., GS-S's in lieu of GS-6 1 s. 4. Recapitulation a. Prepare chart of the existing organization with total numbers of personnel and salaries. b. Prepare chart of recommended organization with total numbers of personnel and salaries. STAFF PROCEDURES 1. Certain staff procedures have been put into affect which are considered to be consistent with Mrs. Ford's desires and style of operating. These procedures are designed to give her continued accessibility to her staff on a control basis, permitting a more centralized control of her schedule and time, and ensuring that her energies and time are not eroded by problems of lesser significance. 2. Key amon~ the procedures which have been instituted and designed to accomplish the foregoing objectives are the following: a. Weekly Staff Meetings (1) The weekly staff meeting, usually held on Monday afternoon and presided over by Mrs. Ford, consists of the Social Secretary, Press Secretary, Appointments Secretary, Director of Correspondence, Chief Usher, Head of the Visitor's Office, Mrs. Howe, and a recording s'ecretary. At this meeting Mrs. Ford's schedule for the next two weeks is intensively reviewed event-by-eventJand details attendant to those events are coordinated. Following that schedule review a "round robin'' takes place which permits each staff member to surface problems and questions in their area requiring Mrs. Ford's decision or guidance. (2) These meetings have been highly successful in ensuring • >..! ~, that everyone is aware of Mrs. Ford's desires and that all staff mernhers ~ "' ' -2- are generally aware of events and responsibilities relative to these events. (3) I would recommend that these weekly staff meetings be continued and that Mrs. Howe be responsible for informing and coordinating preparations for these staff meetings. b. Central Appointments Log (1) A Central Appointments Log has been instituted in Mrs. Howe 1 s office as the controlling document for all of Mrs. Ford 1 s appointments and scheduling commitments. This log permits Mrs. Howe to assess Mrs. Ford's schedule on a daily basis and make whatever adjustments are necessary. Recommendations for commitments forwarded to Mrs. Ford from the Appointments Secretary and approved by Mrs. Ford are posted to the log. In addition, Mrs. Ford1 s personal commitments in terms of schedule are posted as well. Any additional requests by the s~aff for commitments by Mrs. Ford which would affect her schedule are forwarded to Mrs. Howe's office by memorandum and, upon approval by Mrs. Ford or Mrs. Howe, are posted to the Central Appointments Log. (2) It is recommended that the Central Appointments Log be maintained under the control of Mrs. Howe as a means of ensuring ::;,o that Mrs. Ford 1 s time is controlled in terms of her desires• that proper allocation is made to those members of her staff and events' which require her attention. ... ,,_, ' -3 c. Advancing Operations (1) We have experimented with a number of different types of advancing operations for Mrs. Ford. She has indicated a desire to have all of her out-of-town appearances handled by Bill ~kel's advancing office where possible. This would not preclude, however, using personnel from Helen Smith's Press Office to supplement Bill HC1kel 1 s advancemen for press advancing purposes. So far as in-town advances are concerned, Mrs. Ford in general accepts the idea of advancing being done out of her Press Office, except in those particularly sensitive appearances, such as the Greek ribbon-cutting ceremony, where Bill fl'(!!lkel 1 s shop might be the better choice. (2) I would recommend that the advancing operations developed and described abov7 which Mrs. Ford appears to be quite satisfied with)be continued; that all out-of-town advances be handled \ by Bill Hihkel, supplemented on the press advancing side by her Press Office; that in-town advancing be evaluated on an individual basis with advancing being done either by Bill f:ttnkel's shop or Mrs. Ford's Press Office. d. Mrs. Ford's Speeches/Remarks. I would recommend that the initial drafts of Mrs. Ford 1 s speeches /remarks be prepared by the East Wing Press Office. I would recommend, however, that- -as a regular procedure--these speeches/remarks be coordinated through -4- Paul Theis' office so that in any area involving possible impact on the Administration's policy or the President's prior pronouncements } the speeches /remarks be further coordinated through the agency having responsibility for that area; i.e., Domestic Council, NSC, etco e. Coordination of President's and First Lady's Schedule (1) A procedure has been instituted whereby Mrs. Ford's Appointments Secretary acts as liaison with Warren Rustand in coordinating the schedules of the President and First Lady. This procedure should be continued to ensure that any potential conflicts are avoided and to further ensure that early decisions can be made _,)<:) ~ on the desirability of~ or separate appearances by the President and First Lady. It is important to pinpoint as early as possible those appearances by the President which will involve the First Lady in order to prevent a conflicting schedule conunitment on her part. (2) The President's monthly commitments are received by Mrs. Ford's Appointments Secretary, and a copy is maintained as an adjunct to Mrso Ford's Central Appointments Log. Questions raised by Mrs. Ford's Appointments Secretary concerning her joint appearances with the President are resolved with Mrs. Ford through Mrs. Howe. . . .. THE WHITE HOUSE o w WASH I NG TON Yf II lt.j ~ I ;j ~ ed I Augu$t 19, 1974 I l'l(o # V\'\ et y be \ .\'\ -) y S' MEMORANDUM FOR MRS. FORD '"') FROM GWEN KING I was Director of Correspondence for Mrs. Nixon and because my date of departure from the White House i:;; this coming Wednesday, August 21st, I wanted to give you, or whomever you designate.- to be in charge of your correspondence, a briefing on the scope' and volume of First Ladies' mail, and the present system used in"han dling replie~ to the correspondence received. Mail directed~to the First Lady averages between 2,000 and 2,500 pieces pe:r we~k. In peak weeks it.has exceeded 4,000. (You have received ai-1'.'eady 3,123.) I am attaching 3 typical weekly re ports compiled by Tom McCoy of the Staff which were submitted to Mrs. Nixon on a weekly basis. (See attachment A) In addition to the typical forms used in reply to specific subjects (50 different forms were in use for the First Lady' s signature and 108 for mine) , replies to many letters in the gen eral. mail category require special individual drafts as do the requests from national, state and local organizations for special· messages from the First Lady. The more than 200 organizations in which the First Lady serves as Honorary Chairman expect annual or semi-annual substantive messages for their meeting or special events. (See attachment B) \ .;,.'\ Because the existing Correspondence staff ~- an excellent and highly trained one - wants very much to fulfill your wishes as to language and style in handling your correspondence, especially in the messages and letters requiring your signature, they would wel come suggestions'and guidance. Although my last d.ay is this coming Wednesday, I am officially on the rolls until the 31st of August arid would be happy to meet with you, or your appo:tn_ted Director of Cort.espondence to go over this phase of responsibil:ity. The requests for various greetings cards from the President and First J... ady, which this office handles, average 3,000 per month. The autograph phoi:ographs average 200 per month. Attachment C gives a general list of various subjects of letters received to which we draft replies. Attachment J.) lists t:lembers of the staff and their functions. fl.I t; .. i• - 2 - For your personal information, I have served at the l~1ite House for the past 21 years. Until 1969 I was on the Presidentts staff in various capacities: Appointments Office, Office of the Secretary to the Cabinet and Presidential Message Office. In 1969 I assumed the position of Director of Correspondence for Mrs. Nixon. I also assumed the administrative duties of the office at Mrs. Nixon's requ~st»... fol~ lowing Mrs. Stuart's departure. .. The posf~io~ is on the same level and salary as that of the Social Secretary and the Press Secretary. It requires someone of writing ability.on a broad spectrum of subjects and ideas, as well as administrative apility and experience. My retiring from Government Service is only carrying out. my earlier plans which were postponed at Mrs. Nixon's personal request. I shall be happy to be of assistance in any way I can in the remain- ing· time I have. . ' •, : fOq" . . . :~rq 'l·O:·~. I·~CCOY ~HJEC'l': Mi\IL RECgIVED FOl~ ~·He WEEK OF M..l\R. ~o, 1973 'l'HROGG.!:I APR. 5, 1973 OTAL l·Jl\II, RECEIVED 4,250 '• f/l_'J:lS. NIXON Is ·MAIL 4 069 REQUESTS FOR RECIPES (RE: HELEN SMITH/HENRY HALLER 2,261. ARTICLE IN NEW YORK TINES). .. CRITICAL OF SUPREME COURT RULING ON ABORTION .. .. 36 ' CUT IN PENSIO~T (V .A. ) FOR W. W. I l\TIDOWS 34 DUE _TO I~CREASE IN SOCIAL SECURITY) EASTER CARDS 43 INVITATIONS 73 ENTERTAINMENT 43 . . . PERSONAL, FRIENDS , READ AND FILE 35 SUPPORT, PRAISE AND PRAYERS 24 REQUESTS FOR ACKNOWLEDGMENTS FOR BIRTHS, BJRTHDAYS '·· 964 MARRIAGES , 't-,1EDDING ANNIVERSAR'iES , ETC. .,I·,I~ t REQUESTS FOR AUTOGRAPHS AND PHOTOGRAPHS 88 '" .· REQUESTS FOR GIF~S FOR FUND RAISING EVENTS 35 ·•. REQUESTS FOR LOANS , ASSISTANCE, REFERRALS, 170 .'. . INFORMATION / ETC . -- ~ f' I/I GENERAL MAIL .. 107 F OREIGN M..L\.IL 33 I. D. MAIL (MAIL SENT 'I'O SECRE'I' SERVICE FOR C;HECKING ). 15 . MISC . PAPERS , 1''.tAGAZINES, ADS, E'I'C. 4 3 HAIL SENT 'l'O O'I'HER DEPAR'INENTS AND AGENC IES F OR IIANDL I~IG 65 ._J_U1J_I_E ' S AND DAVID'S MAI_L______; l:::.::32 J. 'f'R fC I A I s AND ED I s t-1.l\IJJ ------'--·-1- .. l{.0Yl TO?-!. i:1CCOY LJBJECT: MAIL RECEIVED FOR THE WEEK OF MAR. 16, 1973 TI·m.OUGH r-t.i\R_ 22, 1973· OTAL MAIL RECEIVED · • M..~S. NIXON ' S MAIL 4,063 .MRS. NIXON' S BIR'l'HDAY GREETINGS 2, 296 . RE: SMOKING AT TRADER VIC'S 11. .. - CLOSING DAY CAR~ CENTERS .. .. 67 !i. CRITICAL SUPREME COURT RULING ON ABORTION 23 , CRITICAL BUDGET .CUT IN V.A. PENSION FUNDS 17 INVITATIONS .. ENTERTAINMENTl 26. PERSONAL, FRIENDS, READ AND FILE 76 SUPPORT, PRAISE .AND . PRAYERS 16 REQUESTS FOR ACKNOWLEDGM~NTS FOR BIRTHS, BIRTHDAYS, 994- WEDDING ANNIVERSARIES, MARRI~ES, ETC...... ) . REQUESTS FOR AUTOGRAPHS AND PHOTOGRAPHS ~£ . 112.,. • REQUESTS FOR RECIPES 14 \ REQUESTS FOR GIFTS FOR FUND RAISJ:NG EVENTS 34 '\. . REQUESTS FOR LOANS·, ASSISTANCE, REFERRALS' ,,j. 98 INFORMATION, ETC. .• GENERAL MAIL 92 FOlZEIGN MAIL 30 . I. D. MAIL (MAIL SENrr 'l'O SECRET SERVICE FOR CHECKING) 8 M:CSC . PAPERS, MAGAZINES , l\DS, ETC. 43 MAIL SENT TO O'J'HER DEPARTHENTS AND AGENCIES FOR lll\NDLING .,... 3~ . ) ~ ')- • I. 'i'R .::c JI. Is l\ND ED I ·------s Ml\II. . . .::f:;r.:.'i.' :_J_'.{:_.(L RECt::IVED FOR TiIE '\'i'E:E.K OF M)\Y 24, 1 9 74 rl'i:·!ROUGU l~.:l\Y 3 0 , 1974 AL Hl'i.I L H.ECEIVED 2----- Ll,06 HRS- NIXON ' S.Ml\IL COI,1?·1ENTS ON J"EWELRY 26 (.PRESIDENT'S SIDE RECEIVED (8) ACK. BY RObAND ELLIOTT) GRADUATION CARDS 579 .INVITATIONS .. 33 . ENTERTAINMENT . . . 4 PERSONAL, FRIENDS, REl\.D Al\JD FILE 63 SUPPORT, PRAISE AND PRAYERS 342 .. : REQUESTS FOR· ACKNOWLEDGMENTS FOR BIRTHS, BIRTHDAYS., . 537 . MARRIAGES , WEDDING ANNIVERSARIES, ETC _ .•! REQUESTS FOR AUTQGRAPHS AND PHOTOGRAPHS 28 REQUESTS FOR REC!PES 7 REQUESTS FOR GIFTS FOR FUND RAISING EVENTS ~ 7 I ·~II, I REQUESTS FOR LOANS, ASSISTANCE,' REFERRALS , 113 i -- -- .INFORMATION, ETC .. ·I I I GENERAL MAIL 48 FOREIGN. 'MAIL 15 . ~ .. . . I. D ~ MAI L (MAI L SENT TO SECRET SERVICE FOR CHECKING,,.. ) 8 11.ISC - PAPERS, .MAGAZINES, ADS, E'l'C _ 4 4 MAIL SENT TO O'.FtlER DEPAR'rMENTS AND AGENCIES FOR HA....l\JDLING 11 JUJ... IE I s AND DAVID t s MAIL .50 3 'l'RTC It\ I s AND ED Is Hl\IJ.. 38 • . . MESSAGES I. Congratulatory Messages A. Appointments B. Awards and Scholarships C. Citizenship D. Dedications E. Elections F. Recognition I·. G. Retirement .. ,t... H. Reunion: ~- r I. Service .t: -. : . : ~ r II. "Mothers" A. "Mother of the;Year .Award" B. Mother ' s Day Greeting c. Mother/Daughter Banquets III. Educational and Cultural A. Right-to-Read, Achievement Awards for college students, etc. B. Day Care Centers C. Physical fitness - bowling, square dancing, etc. D. Music, travel, dance IV. Volunteer and Service Organizations A. Youth Groups - Girl Scouts, 4-H, etc. B. Senior citizens C. Medical and humanitarian ' 1. Hospital groups - Children's Hospital,~tc. 2. Drives against disease - cancer, muscu~ar dystrophy, cystic fibrosis, Easter Seals, etc. · 3. Rehabilitative groups - handicapped, blind, mentally re tarded, etc. 4. Other .... Project Hope, Red Cross, Salvation ~rmy, etc. D~ Civic and Fraternal 1. Women's auxiliaries 2. Republican Clubs ·3 . Garden clubs 4. Business and Professional 5. Other - AAUW, etc. E. Patriotic 1. Military wives 2. Veterans of Foreign Wars and American Legion Auxiliary 3. DAR 4. Other - Yorktown Day Celebration, etc. V. Church and religious organizations • . . ' FIRS'I' LADY'S COHRESPONDENCE ------~- ~~-·------~-··--- I_ Support and Friends1lip Requests. A. Assistance and Referrals 1. Intervention a. Federal government and courts .. b.~. Local gover~ment and courts c .!i ,Private organizations - colleges, clubs, etc. 2~. Fi~~ncial Aid a .. eauc?ttional b. medical c. legai 3. Job placement B. Information· 1. Personal regarding First Family - biographies, beliefs and opinions, dress, diet, etc~ · · 2. Governmental operations and functions 3. Assorted - addresses of prominent figures, so-qrces of lapel pins, etc. C. Presentations and .Meetings D. Items ~ .1. Souvenirs and moment6s · photog;}:lphs, recipes, etc. 2. Fund-raising articles a. White House steel engravings b. :pens and autographs 3. Clothing and personal articles E. · . Messages* (see attached outline} .. F; ·.Greetings {'printed cards) '.)_. Birt.hdays - 80 years and over 2. Wedding anniversaries --. 25 years and over 3. Gradua:tion 4. Births and adbptions 5. Religious landma~ks 6. Sympathy ana Get-·well G. lmtogr<:1phs ' III- Offers A. Gifts 1. .rv;onetary 2. Material B. Personal Assistance c. Solicitations D. Miscellaneous use of home, etc. IV. Issues ·.. A. International - wars, crises and disasters 1. Fatii~ne 2. Fl<;>9d 3. Dro-µg~t . 4. war' .qrphans B. National··. : 1. l~conomy 2. Preservation and Conservation a. Historical landmarks b. Ecology c. Wildlife 3. Equal rights - women, ethnic groups, etc.- 4. Legislative and judicial decisions 5. Social a. Drug and alcohol addiction b. Pornography 6 .· Veterans 7. Amnesty 8. MIA 9. Bicentennial 10. Energy crises v. SuS?9est ions_ A., Official policy B- ·~rejects and programs c. .Miscellaneous - apparel, diet, medical advice, etc. " .... I : • (Mrs. Nixon) Social Office Lucy Winchester: Social Secretary Susan Dolibois: Assistant to the Social Secretary Pat Howard: Assistant to the Social Secretary Chris Alberts:;'. Assistant to the Social Secretary Sanford L. Fox: . -Administrative Officer (Coordinator of Protocol . & pirector of Graphics) Bill Gemmell: Assistant to the Administrative Officer John Scarfone: Illustrator Alex Schiavoni: Illustrator Cathy Beery: Illustrator Jan Ingersoll: Assistant in the Social Office Nancy O'Brien: Secretary Barbara Besednik: Secretary Press Off ice r <_: F' Helen Smith: Press Secretary Patti Matson: Deputy Press Secretary Terry Ivey: Secretary £orrespondence Office Gwen :r<;ing: Director of Correspondence and li.dministrati ve Assistant to the First Lady · Carol s·~mpson: Assistant to the Director of Correspondence & Drafter Tom McCoy: Assistant to the Director of. Correspondence & .Mail A..D.alyst Fred Jefferson: Assistant in the offic~ of the Social Secretary and the Director of Correspondence Hc1ry Or.vens : Draf t2r Ann Hc.ias: Drafter ' ,, Cindy Vanden Heuvel: Secret;rcy to '11 ricia Nixon Cox & Julie Nixon Eisenhm,12r Susan Amchan: First Lady's autographing & greet.ing cards Margaret Boyce: Correspondence Clerk {MCST operator) ,:roan Crotty: Correspondence Clerk (MCST operator) Appointments Off ice : ' Susan Porter: ·. Appointments Secretary Joni Stevens: ·Secr?tary THE WHITE HOUSE WASHINGTON October 22, 1974 MEMORANDUM FOR: THE FIRST LADY'S STAFF SUBJECT: Good Staff Work for the First Lady There are several rules and principles which should be of general applicability among all of us on the First Lady's staff as we do our work for her in the coming months: A. Her steady recuperation is our first priority. All of the calendar commitments which we may propose or have in mind will necessarily be tentative and be made subject to her doctors' requirements. B. The First Lady deserves staff work held to the same rigorous standards as that for the President. She, not. we, is the locus of decision. For that unique role of hers, we need to preserve her time, e.g.: l. Information given her should be checked ahead of time for accuracy• • 2. Proposals presented to her should as often as possible be expressed in terms of choices and alternatives, each objectively described. 3. We should ensure prior coordination among ourselves on recommendations going to her: i.e. among Appointments, Social, Press and Correspondence. 4. Whenever appropriate, it is also our responsibility to check out our recommendations to her with the wider community of the West Wing, Executive Office and Executive Branch. The East Wing, the West Wing and the EOB are a single staff family. ... , ' - 2 - 5. Proposals and information presented to the First Lady should anticipate and answer her own questions in advance. 6. Our recommendations to her should be presented in a timely manner, not squeezing her into last-minute decisions. 7. Her decisions should be communicated quickly, usually in writing, to those who need to know of them to get action taken. The above points are our responsibility, not hers. If the First Lady ends up doing them personally, we have probably made her waste her time. C. East Wing Coordination. 1. Subject to the First Lady1 s health and schedule, we shall continue to have staff meetings, usually on Monday afternoons, with the First Lady, among the heads of the units of the East Wing staff. 2. The First Lady will from time to time call more specialized meetings with members of the respective units of her East Wing staff. D. Staff Wprk with the 11 Wider Communityt 1 of the West Wing, the Executive Office and the Executive Branch. 1. Since (a) the First Lady wishes to continue having an interest in and speaking up about a certain focussed number of substantive matters, and since (b) what she says and does with regard to these subjects brings an additional requirement for good staff work for her from the program elements of the Executive Office and (c) since her actions also have an impact on the substance and effectiveness of the government programs themselves, the First Lady's East Wing group must work with the 11 wider community1 to ensure good staff work for the First Lady in this broader context. ' - 3 - 2. Some of the points of contact which may need to be touched are: The President's Press, Appointments, Speechwriting, and Congressional Relations Staffs, the Staff Secretary, the Domestic Council, OMB, NSC (and through them State and USIA), the Rockefeller Staff (following confirmation) and the Departments and Agencies of the Executive Branch. 3. Specifically, (a) The East Wing and West Wing Appointments offices must work especially closely together, so that the First Lady1 s Appointments Secretary can inform the First Lady concerning the President1 s schedule. (b) The East Wing and West Wing press offices must also keep in close touch with each other. E. Ensuring Coordination. The Assistant for Staff Coordination will be available for the next 2 1/2 months to all the First Lady1 s East Wing associates for help in ensuring the staff work described above; they in turn should seek this assistan especially in contacts outside the East · io with the First Lady1 s official busin Bradley H. Patterson, Jr. Assistant for Staff Coordination APPROVED: ,-e THE WHITE HOUSE WASHINGTON October 22, 1974 ME:t-.10RANDUM FOR: THE FIRST LADY'S STAFF SUBJECT: Good Staff Work for the First Lady There are several rules and principles which should be of general applicability among all of us on the First Lady's staff as we do our work for her in the coming mon·ths: A. Her steady recuperation is our first priority. All of the calendar commitments which we may propose or have in mind will necessarily be ·tentative and be made subject to her doctors' requirements. B. The First Lady deserves staff work held to the same rigorous standards as that for the President. She, not l we, is the locus of decision. For that unique role of hers, we need to preserve her time, e.g.: 1. Information given her should be checked ahead of time for accuracy. z. Pro_POsals presented ·to her should as often as possible be expressed in terms of choices and alternatives, each objectively described. 3. We should ensure prior coordination among ourselves (f4.st w,·~) ~,:.-s't "-" l.y • on recommendations going to her: i. e. among Appointinents, Social, Press and Correspondence. 4. Whenever appropriate, it is also our responsibility to check out our recommendations to her with the wider community of the West Wing, Executive Office and Executive Branch. The East Wing, the West Wing and the EOB are a single staff family. F (_, . . - 2 - 5. Proposals and information presented to the First Lady should anticipate and answer her own questions in advance. 6. Our recommendations to- her should be presented in a timely manner, not squeezing her in·to last-minute decisions. 1. Her decisj.ons should be communicated quickly, usually in writing, to those who need to know of them to get action taken. The above points are our responsibility, not hers. If the First Lady ends up doing them personally, we have probably made her waste her time. ' C. East Wing Coordination. 1. Subject to the First Lady's health and schedule, we shall continue to have staff meetings, usually on Monday afternoons, with the First Lady, among the heads of the units of the East Wing staff. z. The First Lady will from time to time call more specialized meetings with members of the respective units of her East Wing staff. D. Staff Work with the "Wider Community:" of the West Wing, the Exeautive Office and the Execu·tive Branch. 1. Since (a) the First Lady wishes to continue having an interest in and speaking up about a certain focussed number of subs·tantive matters, and since (b) what she says and does with regard to these subjects brings an additional requirement for good staff work for her from the program elements of the Executive Office and (c) since her actions also have an impact on the substance and effectiveness of the government programs themselves, the First Lady's East Wing group must work with the "wider community1to ensure good staff work for the First Lady in this broader context. 1 ,.J •'..;.,- - 3 - 2. Some of the points of contact which may need to be touched are: The President1 s Press, Appointnients, Speechwriting .. and Congressional Relations Staffs, the Staff Secretary,' the Domestic Council, OMB, NSC (and through them State and USIA), the Rockefeller Staff (following confirmation) and the Departnients and Agencies of the Executive Branch. 3. Specifically, (a) The East Wing and West Wing Appointments offices must work especially closely together, so that the First Lady's Appointments Secretary can inform the First Lady concerning the President's schedule. (b) The East Wing and West Wing press offices must also keep in close touch with each other. E. Ensuring Coordination. The Assistant for Staff Coordination will be available for ·the CD.ext Z 1/2 months to all the First Lady's East Wing associates for help in ensuring the staff work described above;; they in turn should seek this assistan especially in contacts outside the East io with the Firs·t Lady1 s official busin Bradley H. Patterson, Jr. Assistant for Staff Coordination APPROVED: ' MEMORANDUM THE WHITE HOUSE WASHINGTON TO: Mrs. Ford DATE: October 25, 1974 FROM: Charlene von Pawel cf SUBJECT: Request to talk to you privately Apparently my request for assistance on the children 1 s mail has caused some problems for you as far as making final decisions on staffing .•• which I hear has already been made difficult enough by something known as a "tight budget. 11 I am very sorry for any undue concern that I have managed to place on you at this time and would appreciate an opportunity to discuss privately with you any aspects of my request that still might be unclear. I feel that such a meeting would help greatly to save time and avoid the possibility of any misinterpretations. Additionally, I feel I would also gain a better insight into how my problems relate to the overall staff situation and could, perhaps, adjust my request accordingly. My sincere concern in this matter is that the potential I have seen in the children's mail be utilized to its fullest extent to give confidence back to the American people that the Administration now in the White House is indeed honest, open and 11 reachable. 11 Thank you. cc: Brad Patterson d.•. "0 "'" -<, Nancy Howe ~ (; "~ ·~• /. , ' .. ssco"1o FLooie PLAN- EAsT vJ11'lo C W ==o ?P XZ!1' ' " 'it"S' -·~ · · .. ' \) IJ ( , The responsibility of the White House Social Secretary_ includes the overall planning, coordinating and responsibility for all official (both foreign and domestic) social functions given by the President, Mrs. Ford and their family. Jet age diplomacy has brought about an end to the strict adherence to 11 the social season. 11 Therefore, the responsibility and the work load of the office of the Social Secretary has increased five-fold and the staff was diminished by one assistant last September. In 1950, the Social Secretary arranged 55 social functions (5 of them were State visits) for a total of 3, 508 guests. Ten years later, in 1960, there were 17 State visits with a total of 10, 513 guests at the White House. In 1970, the President and Mrs. Nixon entertained 21 Heads of State. Thus far, the Ford Administration has entertained 22 Heads of State with a projection of at least double that for the coming year because of the bicentennial \ celebration. For example, H. I. M. Hirohito, Emperor of Japan, and H. M. Queen Elizabeth II who have not visited the United States in over two decades have already set dates for a State visit. ~· With an increase in the number of eocial functions and the most favorable press reaction to the Ford parties, there comes also an increase in the normal day to day work: 0 approximately 150 daily telephone calls (more during a State visit), up 50% from the previou; administration - 2 - 100 pieces of mail daily (an increase of 75%) Additionally, the Social Office now has the res;Ponsibility for processing guest lists (handled previously by another White House office), entertainment (also handled previously by another White House office), and table decor. Each one of these areas is tremendous in scope and is a full-time job for a social assistant. The table decor area alone necessitates contacts with muSEfUinS, art galleries, studios, companies, etc., to locate American art objects to be used as a focal point of the centerpiece for a State Dinner dining table. The presentation of these objects and the contacts with designers to assist with each project is an often difficult and time-consuming exacting task. This area is new during the Ford Administration. The Social Entertainment Office 1 s added responsibility over and above the normal work required for social functions (i.e., invitations, place cards, seating stickers, escvrt envelopes, menus, programs, etc.) includes: 1. Inscribe photos of the President and Mrs. Ford and their family (even Liberty) -- 1000 a month (an increase from 50 a month <(_. during the Kennedy Administration). 2. Maintain 40, 000 guest record cards (up from 20, 000 during the Kennedy Administration). 3. Research correct names, titles and addresses of each invitee (up 20, 000 from the Kennedy Administration). ;• ' - 3 - 4. Prepare name cards for use at Presidential meetings -- 200 per month (new during the Ford Administration). ·' 5. Inscribe names and dates on Presidential certificates of appreciation and of commendation, White House Fellows and Air Force One Flight certificates -- approxim.ately 100 per month. 6. Design and have printed special invitations and programs often requiring extensive art work; for example, the Easter Egg Roll Certificate. 7. Prepare hand-lettered cards for use in displays (gifts from foreign governments, China Room signs, etc.). 8. Provide place cards, menu cards, etc., when the President entertains in places other than the White House (approximately 50 functions annually). 9. Do hand lettering for the Gift Unit (Presidential gifts to Heads of State). \ . 10. Prepare centerpiece information cards for use at formal dinners -- approximately 500 annually (new during the Ford Administration). 11. Maintain Presidential precedence list {protocol keeping of current <(; changes in government positions). 12. Order, stock and provide special Presidential congratulatory cards for Mrs. Ford's Correspondence Office (approximately 55, 000 per year), up 10% from the previous administration. . . - 4 - 13. Order Presidential Christmas cards and hand address cards to Heads of State, the Diplomatic Corps in Washington, American ' Ambassadors and other foreign dignitaries (approximately 500 per year). 14. Order, address and transmit Presidential Christmas gift prints (Johnson Administration sent 1100; last Christmas 3797 were sent). 15. Maintain comprehensive record book in triplicate of each social function containing guest lists, invitations, press clippings, table decor descriptions, etc., for use in Presidential Archives. 16. Maintain category files of approximately 8, 000 possible guests of such categories as the sports field, arts, labor, Republican donors, White House staffers, etc. (new during the Ford Administration). In conclusion, I recommend that the Social staff be increased by two persons - one grade 6 secretary and one grade 8 assistant. hORRESPONVENCE ~OCIAL SECRETARY PRESS SECRETARY ( MaJua VoWYl-6 ) (She.,{.la. WeA..den6ei.a SECRETARY (Eliza.beth Of.lU.Ui I I I I I I AMJA.ta.n:t to the M.6-U:tant to the Speec.hwll.A,,teJt, ~e- ~1.>t. to VJ.Ji. on A.6.6t. -<.n the Of.c... So ua..t S ecJte:ta!ty SecJte;to.Juj 'P!LU .6 °S ec.1teta!Ll/ .6 eaJtdi & iQ u .6 a.g u ~oJUte.&pondenc.e & on the VA.Jtec.toJt Mm Ana..tq1.>t 06 CoJUtue_ondenc.e (Pat Howa.Jui) { Unda. BakeJtJ (Paft.l Mmon) (Kaye Pull.en) .. (Tom Mc.Coy) (Filed Jefifie!t.6on) I I Social EnteJLta.in- SecJte.ta.lly SecJte:ta!ty A.6.&JAta.n:t to the men-th Doc.. ~hie~ CoJUtU po naenc.e ( F!La.n PaJLJA ) (Sa.U.y Qu.enne- S ec.1tetaJty_ (RU6.6eU. AA.men- vill.e) (Kathe.Jr.ine Go.f.:t!La. .ttout) I I ~ ~ I M.&JA .ta.nt Chle 6 M.6-i.A.ta.nt chi.en oJUtupond enc.e CoJUtue_ondenc.e SecJtet .6 ,(..6 .ta.n:t - V1r.a.7.teJt A.6.6..l.6.ta.nt-v1t~4t0 t=o1r.a (Wil.U.am T. Gem- (Ja.nlc.e M. InteJt- (Ann Ha.M ) meU.) .6oli) (SW.an Amc.ha.n) ( ChaJr.£.e ne vonPawel) I I I ca.e.ug1ta~he1t.. 1UU6buLtoJt- I UU6tic.o.:t.01t CoJUtu e_o ndenc.e ~.6t. s G!La.phlc. et>..lg neJt CCilUgtLa.pheJt M.&..l.6 .ta.n:t-i y_e_..l.&t .the Fo en. tJohn J, Sc.M- (Kathleen Mc.Cann) (AlexandeJt B. (MaJtgaJtet Pa.tteJt- (Na.nc.y Ha.U.) fionel Sc.fUa.vonl 1 .&on) l s ecJte.ta.ll!f. ( BaJtba.ILa. A. Bued- nik) - , APPOINTMENTS PeJL6on.ai. Se.Me- PeJL6ortai. Se.Me- SECRETARY :taJtq to Mtt-6. Fo~d .t~q .to Mtt-6. Fo~d (SU4an PodeJt) (C~lyn K, Po~- - (Naney c. SIUJulon) embk.a.J I A.6.&-Uta.n:t. .to .the Aeeo~n.tment.6 ~eeu (Sall.y Runlon J fOl.fb f' .. '--'' " 1-e.f'te<. Jt i, tt A"'~ ~a.~s) c:f March 26, 1975 MEMJ TO: Mrs. Ford FRCM: Marba Report of your Correspondence Staff - Seven M:>nths Your mail has averaged 4000 fpieces weekly - this includes the get well wishes at the time of your surgery and pro and anti Equal Rights Arrendrrent - these were answered with printed cards. The ~ drafters of personalized letters are doing their own typing (as opposed to ''rrocking up" a letter and having typed by a typist. Each drafter receives approximately 60 letters per week --Margaret Fqebretson finishes 50~ week --Ann Haas carpletes 4e \e - (... - We are utilizing Ann Watwocxl as a volunteer to assist Susan Arochan in mailing replies to requests for birt.May greetings, anniversaries, birth announcanents, etc. This frees Susan to write letters Margaret lbyce can carplete 100 robot letters per week Jackie Headen can cc:nplete 50 letters per week Personnel - Nancy ~ - Sheila both requested help. Nancy ~ feels an additional person in correspondence \\Uuld benefit her - and first priority be for her - then general. letter signing • .... Qr• ...• . . ' MEMORANDUM FOR MRS . FORD ('.... FROM ·TOM MCCOY /\ . ~ SUBJECT: MAIL RECEIVED FOR THE WEEK OF MAR. 21, 1975 'I'HROUGH MAR. 27, 1975 TOTAL MAIL RECEIVED 1,736 PRO: EQUAL RIGHTS AMENDMENT 360 CON: EQUAL RIGHTS AMENDMENT 181 GET WELL WISHES (CONCERN OVER ARTHRITIS) 41 RE: CUT IN FUNDS FOR CANCER RESEARCH 17 CRITICAL OF NEW FUR COATS 33 INVITATIONS 71 ENTERTAINMENT 8 PERSONAL AND FRIENDS 12 READ AND FILE 14 GENERAL MAIL 57 FOREIGN MAIL 26 SUPPORT, PRAISE AND PRAYERS 18 REQUESTS FOR ACKNOWLEDGMENTS FOR BIRTHS, BIRTHDAYS, 631 MARRIAGES, WEDDING ANNIVERSARIES, ETC. REQUESTS FOR AUTOGRAPHS AND PHOTOGRAPHS 56 REQUESTS FOR RECIPES 12 REQUESTS FOR GIFTS FOR FUND RAISING EVENTS 38 REQUESTS FOR LOANS, ASSISTANCE, REFERRALS, 114 INFORMATION, ETC. I.D. MAIL (MAIL SENT TO SECRET SERVICE FOR CHECKING) 8 MISC. PAPERS, MAGAZINES, ADS, ETC. 39 TOTAL MAIL RECEIVED FOR THE FORD CHILDREN 144 SUSAN 121 STEVE 11 JACK 10 MIKE AND GAYLE 2 TOTAL MAIL RECEIVED ON EQUAL RIGHTS AMENDMENT TO DATE 14, 246 PRO 9,868 CON 4, 378 f' e \ •";:, ··...._,,,. \ ~~r~:r-~,<)?l/,/kc~~~ ~ ,fi~~~~.kve,AMV~-¥7~~ ~/k~-¥'~~-¥'~uv~~ J~~,/k ~¥7,/k 8&td~,/k~~~.a¥~~ ~~Iak~~~~u~r~~~J~ ~~~~:r-~m,,/k~ ~ '> • u '• (.J ) ('...... '{;' ~ 1 l j t MlrAdt. ''' 1915 I l l OCM~, J, ~ It 4" a ·~ Jiil&«•.,_ a ..1..a w sue~ t .to &U ...... JIMtUJ.,,ct-l., .(a ~·· t&luK6 l ....,w..u.. , ...... ue.da11ec "' ulptaf a mMt •Ulif ~~•,..__,.,.a~_...... ,., I ,..el.MC Md .tJa& n.ctaJJtUtlAA~•utMu OW. CIMrptM•••CU.-l ., .tk '*"•'•• M~ "' ~ k ~ d.L ...... t.fw. pMa ., 4U.UI a ,._ U#tA - "' a& u.w.. ., fM lJlrU ...... ,.,...tdf, llM.t ., ... J&WWA ud 4&CIMa bl till. """ .,,.... _, .t.Lllu. fa .tk 8'Mtf .UU.. ~ o4 -~ ""' "' ut u. Tl&t.Lt lbu cu .u... •tt' Of CM~ ,.... tr& -...t ,...,, lbfd ... erau.. . I tJKai .U .U .....lat& .ckt lit.Uc JUA U., • IA -.ctvel.f """"1Hll. • ""4t~,:f...~ 1nae M'~ ~ .U ci.U.., .&a 4& ~ .uMULI, 4 ""6C46f. Mll:cla •bt.i.ld .... '*4t. • ~ " ... IUtll --.c. a.a '' .c.w.. W&tllll, 4'4 &U••t .... .ck *4bla.I 41At61eti•'wk ., ••••Llrf .u p&l.a a w .,... a... af HMA .U....e• .... &U .... ., ~.. e&. .. ., ...... & w.t ••ee.u...,. ula ifc,ttr f..a Tk~FtM•t.toa *'tll•utda ow. CMptM si11 ~ stuc.t r~. ow. '""' U.UL TO: Ak.. Pe.:ttA G. Ma.tholl Pllbt,W.,tf Cls&l.wn °*"6-C~ f.tbtlf.B.W Cotp. F's~T~ TolA.do, Oh.lo 43'59 . . VeaJL FM.e.nd6: I.t .CA a 4pe.clal · ptta.s~e. ~ c~e. to .tlU!. Su.Uet1.tt o{ the Yp.Mlantl &u.utu.& and Pll.0£ uli-Umat il.'Drl!~"l '4 Cluf>. I J,haJt.L !1!1UJC. ~ ioJt. .tltt. eatt4e hi (,;.1/ilcJt tjCtJJt OlfBOJt.l.utl.on mu pl.alJe.d l,W!k « l.e.adlng II.Ole .lJt ~ awt M.tl.Dri ta .tJt.l6 lt.l4toJt1.c po.bet bt tht. acJlie.vwut o' womu. Yowr. pt%U 4Ct!OMptl$hr~ rotd lu..t£1,U. go«ll&, both M .indl.vJdunb mul 46 a g~, ~ 4 btlbetU. .ta th.t. col«WUt. ~"- and .lmlolvtJftt.n.t o& C4ch mf.mbtJt. · Tu duara o& equal o~ td&,£ch haJ bun auoel.atd talth .th.t. 61'W 'OJI. .ao long .la ltOfiJ on .tht. bW&k o& ~ a IW1Uttj. Tlt..t. Equd £(.gh.a .~~ wUl. g.l»e. 4d.uU.6 tht. Cou..tag~ .t.D Vtt} jOfffe.:tliin! new and ycwtgfJr. .eUU:W hope. 60Jt. ~£. 6u..twl.L 1.t R1L.U tJt«b!e. ~e.n b> conbtl.bu.a &M. mo.u to .JOddlJ .tit.all we htnle. bun able to h& ~ pa.4t .la ~ "' &ulhJ MAUzJ.ng pot.t.ntl.td. 4lld hail.l.ng alt oppoll.tJut.Uy to aue .th4t po.ttAtl.at J.n ~ ~ .t.ot.u.t.l.D1:4 ~ & gJte.a.t pt0b- ~ o' & da.y. Thi. r,:oJ&.& tqU.lt.ah.te ~ ~ C'UJL 1,oc.£1.4 l4ltt.. b~cm~ tdU tLt..l.JxN 'oJt IW.U. e.qul..tabt11. lfift4lJL ~pati.olt ht 'u.l.&Ullng .tht. r.Jt.OmUe "' mUt t.IXUlbu.J and ~ CoMtltutlon. How &U:tJ.ng .U. wou1.d b~ 6olf. tki6 h!endJBu..t to be JUail.le.d hi .el.me. &o.it ~e. cord.ng Sl~ C~1tl FoJt., .tltJtough ~ ~ Jtightt. and 1tdpo~ .t.o e.U ,~, .U t«Hdd demo~ ~er.:t :t.o .tile. .ldu tha.t .4vcl41:1 .U 1.nCOMpa.tlbl4. wltit ~ ~oCJULetJ. !r'4lt .tJta.t 1 have. ~c.Uwt.d «bout .tht. Equal Rlght~ klt'..ndmt..n.t ha.6 bun ~'9 mul vz.Ugh.tuUJt.g.. cme. PlOt'Tan V.tU ht ~avo-t 06 & H'.A becmue ~lie. ~td to bi 4b.tt. bl bu) t1Af/ttz1ne 111 .th.l.nle I'• ~ o5 do..l.ng. n Ano.the.Jt .6a.l.d th4t ht izeJL .A.ta.Ce ~orr.t.n rJC?Jt~ nc.t quU:c 46 eqad 46 men. AR C!cegon .u.U.df.d Uplr.eA4t.d the. e.ow.t,£.c:tl.tm .th.at :the. 1 • Sltult Ua.jOltU.ff' ~rtPJx>W .th.U le91A!a.tlott. hul ~o.the.t WOt1!411, who ~14& beghtn.lng 4 CtVtUA. «{.teJt. Mvi.n{J IUl.L4ed l'!.CJL 'amil.tj, mt4 g"4U{al bl ~ :the. JtOh. o& wi6t. ~ mothvi. 44 well a.& thet. o' a pl&D ~uuond '1fdA1.de. .f}te ltomt.. Or.e. o' .the.. -o~.t Ut./avabb. .tdtt..u cme. tt 14-ye.111r.-o.t.d g.lk.l. Kho ~ ~Olt It~ 'a.tJwr.' 4 dutlr1.c comp411y cU a me,tu.. lttJl.deA. She ~ tl-.at •ht. 6Jt¢tl~! wuun.te.u glt0Wn-ap4 idi.o, ~t.d at Aek DCCllpdJ.01t, w.~. "'rtluttf' A 6e.m«U me.teA-JteadMt f;.'futt uU.U. ;'Ou bt. clo.br.g neUf" .. • ...... -·;.;;. - <(f,r~~~ ...... -.-;:.,,,.,.."""';:.;;,.:;- ;..;...... :: .--:.- ..... ,,... _·:. .. P --·- - ~~-•'"" "-'*•~;,...... , ---a.-....;. ... - FJWD Ma1t~a.cluue.tt4 C4.1'ft.. .tht. .thou.gr..t .tha.t .tht. catmre.n '~ movemen.t luu btaugkt about the. M.allu.ti.D11 .tha;t. d.uplU cU.~6eJt.e.nc.e4 .iJt ba.c.k911.0Wld, age, and maJti.:tal. .&.ta.o.u, ,;;ome.n MIL ~ g.\OUp MJi..th much ht eomtzon and e.vt.Jufl.h.l.ns hJ g«.bl 6JtaliJ ~ t:Jt..U ~act mtd woJrkl.nr.3 .toge.tlr..M ~OJt CO!'lMOtt 9otit.6. To qu.c.U cl.J.Jteetly, o& my e.l6oh.U on be~ o' ;the.. ERA, .t:A.£.6 c;.ionW7. jtWJ., tsTJ..tU l can WJtltt. hJ you, tt1td 6e.d ab.le to 1>a.y, duplte. :tke mruty d.l.&6e.u.ncu be:twee.n u.6.t (t ana a 4-ingb. wcr.um, a .UaclitJL, cm.d 4 VemaCJta:tl) • R.lgh:t. on, AU:teh.l '" To ~~ .tkU ll!U4lf:9~, MY I 441} J.L'U!l!JU?hj .to you. EN me.inbe.u, "Right on, 4'..&teJu l" 4nd :tJJ ~ {JtOtJ :the. metvL-Jt.Ude.t., "~J:tt &UUl. you bll. do.l.ng nutttt SinceAdy, T \,, .. < . . WASHINGTON . . 4. Correspondence - The First Lady has her own correspondence staff which handles her mail. If it is necessary to discuss Administration policy, either domestic or international, Marba Perrot who heads the East Wing letter-writing section, contacts Roland Elliott's office, who in turn staffs.' the letter out to the appropriate office for response • • . . MEMORANDUM THE WHITE HOUSE WASHINGTON Oc.tobeJL 31, 1975 MEMO TO: MM. FoJtd FROM: MaJtba. PeJz.Jto:t:t Thl6 w.i..U .6eJLve M 6ollow up a.nd ba.c.k g1tou.nd, peJt Ou.Jr. c.onveMa.ti.on on Wednuda.y. You.Jt c.oMeJ.i po ndenc.e .6 ec.:tlo n )A c.ompo.6 ed o6 .the 6ollow.i..ng peM onnel a.nd my eva...e.u.a..tion6: Tom Mc.Coy hM been on .the Fbui:t La.dy' .6 L>.ta.66 6oJt 23 yeaJL6 a.nd )A .the only 6u.U ti.me mail a.na.tyU·· -- EXCELLENT fJted Je66eMon Anne Ha.M .6eJtved on Ffut La.dy' .6 l:d.a.66 two yeaJL6, )A a.n Eng.eMh ma.jolt a.nd Wlli;tu moL>t 06 .the mu-0a.gu. Exc.ellen.t. c.ompoL>,{;t[on a.nd gJr.ammaJt, bu..t. veJr.y -0.tow - -Oome da.y.6 c.omplw leJ.i.6 .t.ha.n 6 le:t:teM. 1 6eel w.i...th c.ompetlt-i.on 61:Qm a.. "apeerlie&" dM'feh~ Anne woUld p1todUS:.,e mcJl,e yolqma. -0 a1aJuj : $,1 3, 12 8 w.i...th o veJr. ti.me Ma.Jtga.Jte:t Engeb1r.won L>eJtved on V..i.c.e P1r.u..i.den.t. FoJtd'-0 L>.ta.66 Ma. • .t.yp)At - moved to you.Jr. -0.ta.66 Oc.tobeJr., 1974. dol!A no:t ha.ve top ,t,fUUl,, dJta.6:t WASHINGTON pa.ge 2 Ma/r.gMet Boyc.e Pa..t:teJL6on .6eJLved on Ffu.t Lady'.6 .6.ta66 3 yeaA.6 a.6 a :typ.l6:t - doe.6 appJt.ox.lma;te,ly 80 let:teJL6 peJL d~~ da.y - ha.6 WJLU:ten let:teJL6 (e.6 pecla.U.q to c.hle.dJten) EXCELLENT .6alaJr.y: $10950 w-ltfi. oveJL .time .6eJLved on Vic.e PJr.e.6iden:t Fol!.d' .6 .6.ta66 a.6 a 6ile c.leJl.k - Wa.6 moved to typi.6t in July, 1974 and .tM.n66eNLed to youJL .6.ta66 6ali, 1974 - .6he i.6 veJLy .6low and theJLe Me peJL6ona.llty c.on6Uc.:t6 between heJL and MaJr.gMet Pa..t:teJL6 on .6alaJr.y: $8712 with OVeJI. .time I have .6.ta:ted .6alaJr.y a.mou.n:t.6 a:t the pJr.e.6 en:t Jr.ate - which goe.6 into e66ec.:t with tlU.6 pay pe.JUod (the 5% inc.Jr.ea.6e). Soi.J.Ltlon6 pJr.Opo.6ed: Phy.6ic.ail.y move the .two typi.6.U into the Jr.Oom now oc.c.u.pied by Na.nc.y Ha..U. a.nd ChaJr.lene - move ChaJr.lene a.nd Na.nc.y Hali into youJr.. ou.:teJL o66ic.e, now oc.c.u.pied by Na.nc.y Ch<.Jr.don a.nd a.l6o the Jr.oom now oc.c.u.p-led by Pa..t:teJL.6on a.nd Headen - tlU.6 w,i,U give me cli.Jr..ec.t a.c.c.eM to them a.nd inCJr.ea.6ed .6u.peJLvi.6ion. I 6 Na.nc.y CIU!tdon doe.6 no:t mind .6ha!Ung the laJr.geJL .6pa.c.e with CMolyn - a.6 veJLy .6eldom both g~ Me in thi-6 o66ic.e. (I have not di.6c.U6.6ed thi-6 w-l:th Na.nc.y Ch<.Jr.don a.nd CMolyn). I am veJLy W.U.Ung to move a.ny pla.c.e, bu.:t my pJt.e.6 en:t loc.a:t-lon lend.6 veJLy well to woJr.k-lng c.lo.6 e,ly w.i..:th Tom Mc.Coy, which i.6 e.6.6 en.tlai.. I 6eel that .tM.n6 6e>vt..i.ng Ja.c.k-le Headen would be cll66ic.u.U, a.6 heJL .6alaJr.y -l6 veJLy low and a.ny .tM.n66eJL would Jr.e.6u.U in a. h-lgheJL pJt.-lc.ed .6.ta66 pe1L6on c.omlng a.boa.l!.d. I would Uke to have Ma.ttgMet EngebJr.won .tM.n6 6eNLed (I ju..6t leMned that Mlke faJrJteU ha.6 an opetilng on h-l6 .6.ta66l. Roland Elliot ha.6 to c.u.t one g-lJr.l 6Jr.om h-l6 .6.ta66 a.nd the Jr.ec.ommencfa.,tion i.6: Becky Bovel.6 ky I do not know heJL length 06 .6eJLv-i.ce, bu.:t a.m in6oJr.med .6he -l6 an EXCELLENT dJr.a.6teJL a.nd typ-l.6t .6a.la.Jr.y: $17055 w.i..:th OVeJI. .time. 16 thl-6 c.a.n be ac.c.ompfuhed you.Jr. .6.ta66 would bene6U W.Uh a veJLy quaU6ied dlta.6.teJL, a.nd the numbeJL c.an Jr.e.ma.-ln the .6ame. We would U!>e Ma.ttgMet Pa..t:teJL6on a.nd Jac.k-le in the .6a.me po.6.ltlon6 - and they would have the a.dclU,lon.af. woJr.k. 06 typing youJL dlta.6teJL '.6 let:teJL6 (they Me now doing U them6 elve.6) , a.6 Becky c.ould be U6 ed in both c.a:tegoJL-lu. It -l6 my u.ndeJL6.tancllng that Becky ha.6 to be in6oJr.med 06 heJL .tM.n66eJL ou.:t w-l:th-ln the nex.:t week. I .6hali awaU you.Jr. dec..l6ion6, and .thank.6 .60 mu.ch 6oJr. UAtetU.ng - .iot only to my WJr.i. tten woJr.d, bu.t a.l6o 6oJr. la..6t Wedne.6da.y • . . WASHINGTON ' • ' I I h ic: ./ • '\fE:\IORA~DlJ '.\l THE WHITE HOUSE WASHINGTOl': January 13, 1975 ME...'10 TO: Nancy Lammerding FROM: Marba Perrott RE: Correspondence directed to Social Office pertaining to -White House entertainment Per our conversation I have done such research regarding the preparation of letters for the signature of the Social Secretary regarding White House entertainment. The fo1lowing is for your .- information: 19 weeks of records from onset of Ford Administration --letters received re entertainment 335 --average of 17 1/2 per week or 3 1/2 per day 19 similar weeks during Nixon Administration --letters received re entertainment 187 Total mail received in Correspondence Section is now running about ten per cent above similar weeks a year ago. The Correspondence Section has two less persons than one year ago to handle this type of mail: Carol Sampson and Mary Beth Owen. Appointments Off ice and Press Office answer all their correspondence. Prior to Lucy Winchester's tenure as Social Secretary no entertainment correspondence was handled in the Correspondence Section . It is our understanding • that no form letters were used by the Social Office prior to Lucy Winchester's tenure. .. ' . . Vec.embeJL 5, 7975 MM. Fo.tz.d' .6 CoJz.Jz.e6pondenc.e S.ta.66 To 6ollow up on my ve.tz.lj b1Li..e6 .&ta.tement.6, 1 UA:t. .the .ln6Mc..tlon6 06 wha.:t. 1 w.l6h .to .tz.e6e.tz. .to a.6 pJz.ope.tz. 066.lc.e p.tz.oc.edu.tz.e a.nd beha.v.lo.tz.. Though 1 do no:t. llke memo.& , plea.6 e do a. mental quiz a.nd .6 ee .l6 a.ntj .l.tem6 below pell.:t.a..ln .to you. --.too ma.ny peJL6ona.l phone c..aLl6 - bo.th .lnc.omi.ng a.nd ou.t.90.lng --phone. c.a.ll6 06 peJL6ona..l na..tu.Jz.e a..tz.e .too leng.thy -- .ta.Jz.d.lne6.& - We a.Jz.Jri..v.lng at de6 k. a.nd ea.Jz.ty depa.Jz..tu.Jz.e 6.tz.om de6 k -- poo.tz. .6 en.te.nc.e -O:tltuc..tu.Jz.e. a.nd .lmp.tz.ope.tz. g.tz.a.mma..tz. .ln le:tteJL6 --unk.lnd peJL6ona.l .tz.emaJtk.6 a.bout 6e.Uow emptoyee6 - -leng.thy peJL6 ona.l v.l.6.l:t;; ( c.u.t6 down on own wollk a.nd dl6.tu.Jz.b.& o.the.tz. peJL6 on) --unne.c.e6.&a.lllf v.l6.l.t.lng a.cJl.o.&.& 066.lc.e --la.c.k 06 c.oopeJLa..tlon .ln 6u.tz.nl6h.lng .ln6ollma..t.lon .to 6eUow employee --cJl..l.t.lc..l-Om 06 o.the.tz. '.6 wo1r.k - plea.6 e ma.ke a.ny lle.ma..tz.k.6 .that 06 c.on6:tltuc..t.lve cJl..l.t.lc..l-Om -- du.pllc.a..t.lo n o 6 lunc.h houll :time ( e.ati.ng at de6 k, 1r.ela.ung, Jr.ea.d.lng a.nd al6 o le.a.v.lng .the Wh.l.te Hou-0e. (to.&.& 06 2 hou.Jz..6) --wJU:Ung peJL6ona.l le:tte!L6, bai.a.nc..lng c.hec.k. book, a.nd o.the.tz. peJL6ona.l ma.t.teJt6 --bJLi..ng.lng pVrAona..l pJz.bblem6 .to wo1r.k. (plea.6e. leave .them at .the gate) --1r.eque6Un9 6a.volL6 61r.om o.the.tz. membelL6 06 Wh.l.te Hou-0e .&.ta.66 (.&pec..la.l paJLk..lng pJLi..v.llege6, .tou.Jz..6 06 .the Jte6.ldenc.e, etc.. l --h.lghly developed op.ln.lon 06 you.tz. job - 1 c.a.U .l.t "Wh.l.te Hou.&e .lil-6" We. mu-0.t aiwa.y.& keep .ln mind .the peJL6ona.l.l.ttj a.nd hum.U..l:ty 06 .the. fo.tz.d&. Bo.th .the. P.tz.e6.lden.t a.nd MM. FoJtd a..tz.e humble, k..lnd, c.ompa.6.&.lona..te, 61Li..endi.y people. We .&houl.d be a.n e.x:ten6.lon 06 .the.lll .U.6e !dyle. Only .ln t:h.l6 ma.nne.tz. c.a.n we .&eJLve. .the Fo1r.d.&!:,fu4:,t. Plea.6e 1r.emembeJL .that we wollk. 6oJt MM. fo1r.d' .6 c.oJz.Jz.e6pondenc.e. -0ec.Uon, 1r.e6eJL .to ou.tz. 066.lc.e a.6 .that a.nd not a.6 MM. Fo.tz.d' .6 066.lc.e. 1 we.lc.ome. at a.ny lime. a.U -0ugge6Uon6, cJl..l.t.lc..l61116 a.nd c.ommen-t6 a.bout my wollk, my a:t:ti:tude a.nd beha.v.loJt. Tha.nk. you .. THE WHITE HOUSE ' .. ' --- , ~ . ~ I.--- ~t-z;L,_,~ ' ) -- ~- 1--- ' - J .. •~